The Art of Writing Your Performance Documentation

1. The Art of Writing Your Performance Documentation New SY Training October 26, 2006 St. Louis, MO

2. In review of what Dr. Brennan talked about in her presentation, “Performance Standards and Evaluations, Your Role as a Supervisor”, your performance plan is made up of several elements. Elements are: Tasks, duties, major responsibiliites May or may not be in your position description. PD is a broad description of your major duties. The performance plan may be more specific Critical elements are core to the position. Must accomplish in order to be successful. If you are not successful, you will automatically be placed on a performance improvement plan (PIP) Non-critical elements are important but less so than a critical element. If do not meet successfully, may look at other options than a PIP to improve your performance. In review of what Dr. Brennan talked about in her presentation, “Performance Standards and Evaluations, Your Role as a Supervisor”, your performance plan is made up of several elements. Elements are: Tasks, duties, major responsibiliites May or may not be in your position description. PD is a broad description of your major duties. The performance plan may be more specific Critical elements are core to the position. Must accomplish in order to be successful. If you are not successful, you will automatically be placed on a performance improvement plan (PIP) Non-critical elements are important but less so than a critical element. If do not meet successfully, may look at other options than a PIP to improve your performance.

3. Performance Plans Standards Clear statement that outlines specific tasks Quality, quantity, timeliness, manner of performance The measure with which to determine Meets, Exceeds or Does Not Meet Once you have written the performance elements and identified which are critical, next step is to develop the performance standard Definition of a standard: “A clear statement that outlines specific tasks and duties that an employee is expected to perform” How well these must be accomplished to justify a particular rating level, usually Fully Successful May be based in quality, quantity, timeliness of work, or upon a specified manner in carrying out the task Manner of performance standards focus more on how the work is accomplished on the theory that correct procedures will lead to satisfactory outcomes. Doesn’t focus on how many or how fast but a more general assessment. Example could be “written reports are well-written and understandable to the requestor” It is not necessary to have quantitative standards as long as the supervisor A) Assures employees understand the standard B) Provide clear feedback to employees when they are not meeting the standard Union employees in Morris, St. Paul and Madison must write all three levels Once you have written the performance elements and identified which are critical, next step is to develop the performance standard Definition of a standard: “A clear statement that outlines specific tasks and duties that an employee is expected to perform” How well these must be accomplished to justify a particular rating level, usually Fully Successful May be based in quality, quantity, timeliness of work, or upon a specified manner in carrying out the task Manner of performance standards focus more on how the work is accomplished on the theory that correct procedures will lead to satisfactory outcomes. Doesn’t focus on how many or how fast but a more general assessment. Example could be “written reports are well-written and understandable to the requestor” It is not necessary to have quantitative standards as long as the supervisor A) Assures employees understand the standard B) Provide clear feedback to employees when they are not meeting the standard Union employees in Morris, St. Paul and Madison must write all three levels

4. Performance Accomplishments Why do we write accomplishments? “Just busy work. It’s a waste of my time!” “My Research Leader and the Area Director already know what and how well I am doing.” Written throughout the Agency Good self-assessment exercise Why do we write accomplishments? “Just busy work. It’s a waste of my time!” You are not alone; most of us don’t like it. I say that to my supervisor when it is time to write mine. My staff says same thing. “My RL and AD already know how and what I’m doing.” Your supervisor does NOT know everything you do. We can’t possibly know everything. Plus, in many cases, we know the end product but we don’t know how you got to that end product. We don’t always know if someone had to help you, correct it, or redo it; we often just see the results. Written throughout the Agency. Those in SES have to write them; we write them for our bosses and they critique ours as well. Good self-assessment exercise. It is good to do self evaluation throughout the year. Do I know what my performance plan lays out for me this year? How am I working on those things my Supervisor said were critical this year? Do I need to work on something that I haven’t gotten to yet and/or do I need to discuss with my Supervisor? Why do we write accomplishments? “Just busy work. It’s a waste of my time!” You are not alone; most of us don’t like it. I say that to my supervisor when it is time to write mine. My staff says same thing. “My RL and AD already know how and what I’m doing.” Your supervisor does NOT know everything you do. We can’t possibly know everything. Plus, in many cases, we know the end product but we don’t know how you got to that end product. We don’t always know if someone had to help you, correct it, or redo it; we often just see the results. Written throughout the Agency. Those in SES have to write them; we write them for our bosses and they critique ours as well. Good self-assessment exercise. It is good to do self evaluation throughout the year. Do I know what my performance plan lays out for me this year? How am I working on those things my Supervisor said were critical this year? Do I need to work on something that I haven’t gotten to yet and/or do I need to discuss with my Supervisor?

5. Writing Accomplishments Understand your position Whose mission? Do you understand how you fit in your MU? MWA? ARS as a whole? Do you understand the impact of doing your research well or conversely, not doing it well? Understand your position: Whose mission? Do you understand that you are here to support the larger mission of ARS? Have you ever visited the ARS website and really looked at the mission of ARS? http://www.ars.usda.gov/aboutus/docs.htm?docid=2 The Agricultural Research Service (ARS) is the principal in-house research agency of the U.S. Department of Agriculture (USDA). It is one of the four component agencies of the Research, Education, and Economics (REE) mission area. Congress first authorized Federally-supported agricultural research in the Organic Act of 1862, which established what is now USDA. That statute directed the Commissioner of Agriculture "... To acquire and preserve in his Department all information he can obtain by means of books and correspondence, and by practical and scientific experiments,..." The scope of USDA's agricultural research programs has been expanded and extended many times since the Department was first created. Do you know that ARS has a workforce of approximately 8,000 employees including more than 2,000 scientists representing a wide range of disciplines? Do you know ARS has about 1,200 research projects working at over 100 locations across the country and at 4 overseas laboratories? Do you know the National Agricultural Library and the National Arboretum are also part of ARS? Do you understand the mission of your MU? MWA? ARS? Do you know the other SY’s in your MU? Do you know what they are working on and how your research compliments theirs? Do you know what is going on in the MWA? Do you know that we have 12 Locations in 8 states? Do you know what other research is going on in the MWA other than yours? Again, your research is in support to the Mission of the Agency not just your little corner of the world. Thus, we are all answerable to any number of demands put upon us from multiple sources. Understand the impact of doing your job well The manner in which you accomplish your research has an impact on not just you and your career, but on your MU, the Area, the Agency. As you have heard already this week, some of our appropriation is a direct result of what the President wants us to do and some of it is what Congress wants us to do. The budget is a combination of both. Thus, we have people and groups who expect us to address the agricultural problems around this country and the world. Doing your research well means we have a positive response in the way we are utilizing the funds appropriated to us. It also has a definitive impact on your own personal career. Understanding this can help put into perspective how you address your own accomplishments. Understand your position: Whose mission? Do you understand that you are here to support the larger mission of ARS? Have you ever visited the ARS website and really looked at the mission of ARS? http://www.ars.usda.gov/aboutus/docs.htm?docid=2 The Agricultural Research Service (ARS) is the principal in-house research agency of the U.S. Department of Agriculture (USDA). It is one of the four component agencies of the Research, Education, and Economics (REE) mission area. Congress first authorized Federally-supported agricultural research in the Organic Act of 1862, which established what is now USDA. That statute directed the Commissioner of Agriculture "... To acquire and preserve in his Department all information he can obtain by means of books and correspondence, and by practical and scientific experiments,..." The scope of USDA's agricultural research programs has been expanded and extended many times since the Department was first created. Do you know that ARS has a workforce of approximately 8,000 employees including more than 2,000 scientists representing a wide range of disciplines? Do you know ARS has about 1,200 research projects working at over 100 locations across the country and at 4 overseas laboratories? Do you know the National Agricultural Library and the National Arboretum are also part of ARS? Do you understand the mission of your MU? MWA? ARS? Do you know the other SY’s in your MU? Do you know what they are working on and how your research compliments theirs? Do you know what is going on in the MWA? Do you know that we have 12 Locations in 8 states? Do you know what other research is going on in the MWA other than yours? Again, your research is in support to the Mission of the Agency not just your little corner of the world. Thus, we are all answerable to any number of demands put upon us from multiple sources. Understand the impact of doing your job well The manner in which you accomplish your research has an impact on not just you and your career, but on your MU, the Area, the Agency. As you have heard already this week, some of our appropriation is a direct result of what the President wants us to do and some of it is what Congress wants us to do. The budget is a combination of both. Thus, we have people and groups who expect us to address the agricultural problems around this country and the world. Doing your research well means we have a positive response in the way we are utilizing the funds appropriated to us. It also has a definitive impact on your own personal career. Understanding this can help put into perspective how you address your own accomplishments.

6. Writing Accomplishments Tie to your performance elements Tie to your performance elements MWA limits your accomplishments to 3 pages plus 1 page for Supervisor to add comments, if desired. Many of our Scientists complain they can’t possibly explain all they do in 3 pages. SES only get 2 pages- Dr. Shafer has to address in two pages his accomplishments for managing a $140M diverse research program at 12 Locations. Know what your elements identify as requirements for Meets Fully Successful List key accomplishments with key impacts We all do many, many things. However, some have more impact that others. Make sure you are familiar with your performance plan and focus on the key things that have the greatest impact to your project, MU, Area, Agency. Make sure you differentiate between individual vs team accomplishment; if team, what was your role Assess the quality, quantity, timeliness, manner in which done and the effect You need to try to document the quality and impact of accomplishing your work. How well did you perform your experiments? Did you perform these responsibilities according to the mission of your project? Were your experiments, projects timely? Did you make any breakthroughs? Did you meet any milestones? Did you stay on project? Who benefited? Identify the impact Not simply “cataloging” of activities Your Supervisor has your performance plan; he doesn’t need a list of tasks. You need to write accomplishments against those tasks which demonstrate to your Supervisor and the Reviewing Official the impact of your accomplishments.Tie to your performance elements MWA limits your accomplishments to 3 pages plus 1 page for Supervisor to add comments, if desired. Many of our Scientists complain they can’t possibly explain all they do in 3 pages. SES only get 2 pages- Dr. Shafer has to address in two pages his accomplishments for managing a $140M diverse research program at 12 Locations. Know what your elements identify as requirements for Meets Fully Successful List key accomplishments with key impacts We all do many, many things. However, some have more impact that others. Make sure you are familiar with your performance plan and focus on the key things that have the greatest impact to your project, MU, Area, Agency. Make sure you differentiate between individual vs team accomplishment; if team, what was your role Assess the quality, quantity, timeliness, manner in which done and the effect You need to try to document the quality and impact of accomplishing your work. How well did you perform your experiments? Did you perform these responsibilities according to the mission of your project? Were your experiments, projects timely? Did you make any breakthroughs? Did you meet any milestones? Did you stay on project? Who benefited? Identify the impact Not simply “cataloging” of activities Your Supervisor has your performance plan; he doesn’t need a list of tasks. You need to write accomplishments against those tasks which demonstrate to your Supervisor and the Reviewing Official the impact of your accomplishments.

7. Writing Accomplishments Use active verbs not passive Use active words not passive Presented your research versus “Attended” or “participated in” a meeting; or was “invited speaker” versus “attended” “Developed” or “devised” “Initiated” rather than “assisted” Active verbs that show your role and involvement rather than as an observer or participant Ask the “so what” or “who cares” question So what you did this experiment or that experiment. Isn’t that your job? Why should someone care? Who cares that you met with this collaborator? So what –who cares that you went to this professional meeting. Who really cares that you have graduate students. That is a University role, not ARS. How is having grad students impacting your project? Impact, impact, impact? What was your role and what was the outcome? If you can’t demonstrate impact, then who cares? Who did this have impact on? Who is doing something differently as a result of what you did? Use active words not passive Presented your research versus “Attended” or “participated in” a meeting; or was “invited speaker” versus “attended” “Developed” or “devised” “Initiated” rather than “assisted” Active verbs that show your role and involvement rather than as an observer or participant Ask the “so what” or “who cares” question So what you did this experiment or that experiment. Isn’t that your job? Why should someone care? Who cares that you met with this collaborator? So what –who cares that you went to this professional meeting. Who really cares that you have graduate students. That is a University role, not ARS. How is having grad students impacting your project? Impact, impact, impact? What was your role and what was the outcome? If you can’t demonstrate impact, then who cares? Who did this have impact on? Who is doing something differently as a result of what you did?

8. Applying the So What/Who Cares Test “Conducted a review of lignins.” So what this person conducted a review of lignins? Does anyone really care? Does this show any impact or results whatsoever? Could be assumed that this is this Sys job and he is being paid a good salary to review lignins. “Investigated methods to determine if cereal grains are lignified” Again what is the significance of this? What is the impact? Wouldn’t you assume this is this person’s job? Sounds like a duty to me “Completed the development and evaluation of field-scale assessment tool for crop damage as part of an agreement with RMA-FCIC. “ Again, why would I assume this is other than this person’s assigned task? This tool was evaluated on producer fields in 2005 for corn and soybean and is being extended to small grains and forages.“Conducted a review of lignins.” So what this person conducted a review of lignins? Does anyone really care? Does this show any impact or results whatsoever? Could be assumed that this is this Sys job and he is being paid a good salary to review lignins. “Investigated methods to determine if cereal grains are lignified” Again what is the significance of this? What is the impact? Wouldn’t you assume this is this person’s job? Sounds like a duty to me “Completed the development and evaluation of field-scale assessment tool for crop damage as part of an agreement with RMA-FCIC. “ Again, why would I assume this is other than this person’s assigned task? This tool was evaluated on producer fields in 2005 for corn and soybean and is being extended to small grains and forages.

9. Applying the So What/Impact Test Attended the 7th International Oat Conference, Helsinki, Finland Again, where is the outcome, the impact, the explanation of your role. Why should the taxpayers care about this? In fact, the taxpayers might want to know why you even need to go to Finland; how does that support your project? Again, where is the outcome, the impact, the explanation of your role. Why should the taxpayers care about this? In fact, the taxpayers might want to know why you even need to go to Finland; how does that support your project?

10. Applying the So What/Impact Test Performed my duties in a manner which consistently demonstrated fairness, cooperation, and respect toward coworkers, cooperators, visitors and all others in performance of official business. I demonstrated an awareness of ARS EEO/Civil Rights policies and responsibilities and adhered to those principals. Maintained an atmosphere of equal treatment in the work unit by discouraging discrimination in all forms. Completed required CR training. This appears to be right out of his performance element. He has indicated what is expected and he did it. Doesn’t demonstrate anything other than what was expected so meets fully successful This would probably be a fully Successful rating. This appears to be right out of his performance element. He has indicated what is expected and he did it. Doesn’t demonstrate anything other than what was expected so meets fully successful This would probably be a fully Successful rating.

11. Some Worthy Examples Previous example simply read “Conducted a review of lignins” This expands that statement to tell us what was accomplished with the review and an invited publication resulted. Invited publication tells us someone was interested in this accomplishment and wanted to publish it. However, still begs the question of who cares? Who is going to use this information? Previous example simply read “Conducted a review of lignins” This expands that statement to tell us what was accomplished with the review and an invited publication resulted. Invited publication tells us someone was interested in this accomplishment and wanted to publish it. However, still begs the question of who cares? Who is going to use this information?

12. Some Worthy Examples Original statement in previous slide simply stated, “Investigated methods to determine if cereal grains are lignified” That statement didn’t tell us anything but this example explains thoroughly what was done and gives us clearer picture of impact. If he had stopped at “developed” wouldn’t have told us as much but now states it is published so someone else thought it was good work Still begs the question of “who cares?” Who will use this published method? How is it going to have impact? Original statement in previous slide simply stated, “Investigated methods to determine if cereal grains are lignified” That statement didn’t tell us anything but this example explains thoroughly what was done and gives us clearer picture of impact. If he had stopped at “developed” wouldn’t have told us as much but now states it is published so someone else thought it was good work Still begs the question of “who cares?” Who will use this published method? How is it going to have impact?

13. Some Worthy Examples Invited to participate in workshop entitled “Systematic Approaches to Biosafety Testing, Risk Assessment and Monitoring” and make three presentations related to risk insect resistance management and evaluating non-target effects of transgenic crops, Palic, Serbia Previous slide stated, “Participated in the workshop on Systematic Approaches to Biosafety Testing, Risk Assessment & Monitoring” “Participated” in is not an active word. To us it just means you went which is nice but so what This example shows this person was “invited” which is more prestigious than just attending It was a foreign entity that invited this SY This person made 3 presentations which is also much better than just attended. Still needs to address the question “Who cares?” While it gives us more information, does it convey impact? Previous slide stated, “Participated in the workshop on Systematic Approaches to Biosafety Testing, Risk Assessment & Monitoring” “Participated” in is not an active word. To us it just means you went which is nice but so what This example shows this person was “invited” which is more prestigious than just attending It was a foreign entity that invited this SY This person made 3 presentations which is also much better than just attended. Still needs to address the question “Who cares?” While it gives us more information, does it convey impact?

14. Some Worthy Examples Presented a talk entitled "ESTs, cytogenetic stocks, and other tools for oat genomics" and presided over a discussion session on oat genomics at the 7th International Oat Conference, Helsinki, Finland Clearly this explains more than attended a meeting. Do we know “who cares”, however? Are still assuming someone knows the significance of you attending this meeting.Clearly this explains more than attended a meeting. Do we know “who cares”, however? Are still assuming someone knows the significance of you attending this meeting.

15. Some Worthy Examples Served as location representative to the MWA EEO Advisory Committee. Submitted a report to the Area Office on a survey at our location of minority recruitment contacts. Organized ARS participation in a Career Fair sponsored by the University of Minnesota College of Biological Sciences attended by more than 300 students and alumni. Do you just give EEO lip service or do you set an example? Are you proactive or totally passive? Need to be able to demonstrate that you are engaged inn EEO activities and have set a standard within your laboratory. Do you just give EEO lip service or do you set an example? Are you proactive or totally passive? Need to be able to demonstrate that you are engaged inn EEO activities and have set a standard within your laboratory.

16. Some Worthy Examples Original accomplishment simply stated “All new project personnel received ARS and University required training in laboratory and field safety” This demonstrates that you are being proactive, setting the tone and a standard within your lab. Shows involvement and leadership Original accomplishment simply stated “All new project personnel received ARS and University required training in laboratory and field safety” This demonstrates that you are being proactive, setting the tone and a standard within your lab. Shows involvement and leadership

17. Technician’s Accomplishments Involvement in Safety Do you want them just to go through the motions or are you going to expect active involvement Do they supervise students and thereby hold students to safety SOPs Lab Maintenance Is the lab well maintained Are the supplies needed for experiments stocked and ready for the project experiment or do you have to remind the tech Does your tech utilize correctly the purchase card to order these supplies? Do you have to remind or does the tech take initiative? Does your tech train the students appropriately or do you have to take this on? Do you know the impact of your tech’s accomplishments? Are they clear to the Reviewing Official? Involvement in Safety Do you want them just to go through the motions or are you going to expect active involvement Do they supervise students and thereby hold students to safety SOPs Lab Maintenance Is the lab well maintained Are the supplies needed for experiments stocked and ready for the project experiment or do you have to remind the tech Does your tech utilize correctly the purchase card to order these supplies? Do you have to remind or does the tech take initiative? Does your tech train the students appropriately or do you have to take this on? Do you know the impact of your tech’s accomplishments? Are they clear to the Reviewing Official?

18. Technician’s Accomplishments Element #1: Laboratory Research Management: Coordinate laboratory chemical analyses and selection of proper methodology. Coordinate software upgrades when appropriate, or new programs are selected and installed when the need arises. Maintain unit web site. The example given on the slide tells me that this person did something but nothing really about quality, quantity, timeliness or impact. Lab Maintenance Is the lab well maintained Are the supplies needed for experiments stocked and ready for the project experiment or do you have to remind the tech Does your tech utilize correctly the purchase card to order these supplies? Do you have to remind or does the tech take initiative? Does your tech train the students appropriately or do you have to take this on? Element #1: Laboratory Research Management: Coordinate laboratory chemical analyses and selection of proper methodology. Coordinate software upgrades when appropriate, or new programs are selected and installed when the need arises. Maintain unit web site. The example given on the slide tells me that this person did something but nothing really about quality, quantity, timeliness or impact. Lab Maintenance Is the lab well maintained Are the supplies needed for experiments stocked and ready for the project experiment or do you have to remind the tech Does your tech utilize correctly the purchase card to order these supplies? Do you have to remind or does the tech take initiative? Does your tech train the students appropriately or do you have to take this on?

19. Technician’s Accomplishments Element: Utilizes/maintains available resources and supplies Okay: only doing their job by regularly ordered chemicals and supplies Better: Demonstrates Tech understands the impact of keeping the lab well stocked – if he doesn’t some experiments might not be done when needed if the supplies aren’t available. Also demonstrates understanding of the need to keep the chemical inventory current and the policy on disposal of old and unused chemicals. Element: Utilizes/maintains available resources and supplies Okay: only doing their job by regularly ordered chemicals and supplies Better: Demonstrates Tech understands the impact of keeping the lab well stocked – if he doesn’t some experiments might not be done when needed if the supplies aren’t available. Also demonstrates understanding of the need to keep the chemical inventory current and the policy on disposal of old and unused chemicals.

20. Technician’s Accomplishments Element: Safety and personnel Making students aware of training is expected – minimally did job with this accomplishment Better if Tech held them accountable for attending and then ensured they followed SOPs, safety practices and implemented corrective action where needed to stress that safety is serious. Still could be better if clearly demonstrate the impact of this. Are accidents down? Are the people working in a safe environment? Element: Safety and personnel Making students aware of training is expected – minimally did job with this accomplishment Better if Tech held them accountable for attending and then ensured they followed SOPs, safety practices and implemented corrective action where needed to stress that safety is serious. Still could be better if clearly demonstrate the impact of this. Are accidents down? Are the people working in a safe environment?

21. Things to Remember Active vs passive voice Active vs passive voice – use words and phrases that demonstrate quality, quantity (if appropriate), timeliness, impact Identification of key accomplishments What best demonstrates what you have done this year? What demonstrates the impact of your research? Have you received any outside interest in your research? Accomplishments that demonstrate quantity, quality, manner in which done, and/or impactActive vs passive voice – use words and phrases that demonstrate quality, quantity (if appropriate), timeliness, impact Identification of key accomplishments What best demonstrates what you have done this year? What demonstrates the impact of your research? Have you received any outside interest in your research? Accomplishments that demonstrate quantity, quality, manner in which done, and/or impact

22. Things to Remember Do you have impact outside your MU? Do you have impact outside your MU? How often is your expertise “tapped into” by others? How often are you collaborating with others? This demonstrates the growing respect by your peers for your research. You can’t document everything; what best demonstrates quality and impact? As we said earlier, we don’t’ want a catalog of your duties. We already know what you are supposed to be doing. How can you best demonstrate the level and quality of your support to the mission of your MU and thus to the Agency? Do you have impact outside your MU? How often is your expertise “tapped into” by others? How often are you collaborating with others? This demonstrates the growing respect by your peers for your research. You can’t document everything; what best demonstrates quality and impact? As we said earlier, we don’t’ want a catalog of your duties. We already know what you are supposed to be doing. How can you best demonstrate the level and quality of your support to the mission of your MU and thus to the Agency?

23. Things to Remember Personal development Personal development What are you doing to improve your knowledge, skills and abilities? Documenting is okay IF you explain the impact. For example, did you take some training that increased your knowledge, skills and abilities? How did you utilize that training in your job? How was the impact seen within the MU or beyond? Don’t forget your “mission”. Are you working on the mission of your CRIS, your MU, the Agency? Think through your accomplishments and don’t be afraid to brag – as long as its true! Too often we don’t take the time to evaluate what we are doing, how well we are doing it and what impact it has. Too often we say “I’m just doing my job. I can’t really put down on paper what that involves.” Do not be afraid to ask yourself the “so what” question and then be prepared to answer it! If you struggle with this, ask yourself what would happen if you didn’t do anything right. What would the impact be on your RL, your MU, etc. Then work backwards to capture those things you are doing and how they are meeting the needs of your MU. Personal development What are you doing to improve your knowledge, skills and abilities? Documenting is okay IF you explain the impact. For example, did you take some training that increased your knowledge, skills and abilities? How did you utilize that training in your job? How was the impact seen within the MU or beyond? Don’t forget your “mission”. Are you working on the mission of your CRIS, your MU, the Agency? Think through your accomplishments and don’t be afraid to brag – as long as its true! Too often we don’t take the time to evaluate what we are doing, how well we are doing it and what impact it has. Too often we say “I’m just doing my job. I can’t really put down on paper what that involves.” Do not be afraid to ask yourself the “so what” question and then be prepared to answer it! If you struggle with this, ask yourself what would happen if you didn’t do anything right. What would the impact be on your RL, your MU, etc. Then work backwards to capture those things you are doing and how they are meeting the needs of your MU.